- Employee Petty Cash Reimbursements
- IT SEU Visa Charge Card
- IT SEU Bookstore Charge Card
- Transfer of Funds
- IT Cost Center Accounts
Shopping On-Site: (still possible with restrictions)
Advanced P.O. through R.P.A system
- Specify vendor
- 24 hours to generate P.O. # (RPA entry and Approval)
- 48 hour (two business days) after approval, receipts must be returned
Books and Periodicals:
Barnes and Nobles (St. Ed's Account, you can go pick-up, and do special orders)
On-line with personal credit card (reimbursement)
IT Credit Card (include information on Authors name, Title, and ISBN#)
(over $50 = Mileage form, Under $50 = petty cash) with fiscal year.
please wait to submit with invoice (not confirmation)
Low Limit, many needs, use only as last option.
The number WILL NOT BE GIVEN OUT.
The card cannot be taken on the road.
If needed for On-line software, send link in with software request form.
If needed for non-software purchases on-line, make appointment with Marty
If transaction is over $200.00, we will get Mary's approval prior to purchase.
Credit Card Policy:
This Departmental Charge Card will be used exclusively by the Instructional Technology Purchasing Department, and on a "By Exception-As Needed" basis . The Charge Card shall only be used when considered essential to IT Staff Support Operations and only when other acquisition processes do not apply.
Normally the use of the Departmental Charge Card will be exercised by exception only and when a vendor/acquisition source will not accept other forms of purchase (i.e., Pre-Payment, Cash, Purchase Order, etc.) Additionally the Charge Card may be utilized when procurement lead times are determined unsatisfactory and immediate action(s) are necessary to support operations.
The Departmental Charge Card is administered under the management and control of Instructional Technology Department, and assigned to Gaston Hebert. Additionally, final approval authority rests solely with the department and individual charge with management and control of the charge card (no exceptions shall apply).
The Instrucational Technology Department shall determine the application and use of the Departmental Charge Card and apply the determination based upon the intent and purpose of this policy and consistent with contents contained herein.
Bookstore Charge Card Policy:
This policy is applicable to IT Staff Departmental Personnel Only. The Bookstore Charge Card may be used by any IT Staff personnel for convenience or when other acquisition processes do not apply.
The Departmental Bookstore Charge Card is administered under the management and control of the Instructional Technology Department, and assigned to Gaston Hebert . Additionally, final approval authority rests solely with the department and individual charged with management and control of the charge card (no exceptions shall apply).
The Instructional Technology Department shall determine the application and use of the Departmental Charge Card and apply the determination based upon the intent and purpose of this policy and consistent with contents contained herein.
11-2120-6014 - IT Support Services:
Infrequently utilized. Primarily reserved for consultant fees and other miscellaneous costs associated with supporting the IT Department support services/resources, which are otherwise unavailable.
Normally IT receives an Invoice or creates one. RPA Check Request is processed.
11-2120-6200 - IT Postage Services:
Generally utilized for postage charges incurred from out going mail, packages, equipment returns, etc.
The only postage documentation is that generated by the SEU Post Office on a monthly basis. Other forms of documentation are receipts from Post Offices as a result of utilizing outside campus facilities.
When IT receives invoices an RPA check Request is processed. The Business Office automatically processes monthly SEU Invoicing via RPA.
11-2120-6240 - IT Subscription Services:
Utilized for all types of subscription services (i.e., initial subscriptions, renewals, etc.) This account is normally used for subscription for magazines, newspapers, periodicals, journals, etc.
An RPA check request is processed upon receipt of an invoice (renewal.initial, etc.)
11-2120-6250 - IT Membership Services:
Utilized for all types of professional memberships for individual employee, departments, organization, etc. This can include initial membership or renewal)
An RPA check request is processed upon receipt of an invoice (renewal.initial, etc.)
11-2120-6260 - IT On-Campus Duplicating Services:
Generally utilized for all types of duplication, including pamphlets, presentation materials, training materials, advertisements, etc. Also may be utilized for Faxing when other resources are unavailable.
Monthly billing is provided by the Copy Center on a monthly basis and forwarded directly to the Business Office for RPA processing,
11-2120-6310 - IT Travel:
Utilized for all types of IT Employee Travel. May be utilized, when approved by the Director of IT, for employees not necessarily assigned to the IT Department but performing activities associated with IT ., auto Travel may included but not necessarily limited to airfare mileage, etc.
When utilizing this Cost Center Account, additional documentation is required.
MILEAGE REIMBURSEMENT: Used when employee utilizes his/her individual vehicle to perform official business. Normally this involves a specific "per mile cost" as established and controlled by the Business Office.
TRAVEL EXPENSE REPORT: Used by employee for various type of travel expenses associated with the performance of official business. Specific criteria is established and identified on the Travel Expense Report Form.
AMERICAN EXPRESS: Used by employee when travel arrangements are made via a contracted travel agency using SEU American Express Credit Card with a referencing Purchase Order Number, Normally this type transaction is handled separately from a Travel Expense Report and is processed with the Purchase Order and American Express Billing Statement.
- ADVANCED TRAVEL: Used when employee requires additional monies to cover expenses to be incurred while on official travel. When this process is utilized, the employee is required to reflect the advance travel monies on the Travel Expense Report.
11-2120-6330 - IT Luncheons:
Utilized for various luncheon functions when approved by Director, IT Dept. Normally this results in an employee reimbursement transaction via Petty Cash process. Also, may result in an invoicing or contract-type transaction. In most cases the use of this Cost Center Account will result in an RPA Check Request.
- PETTY CASH REIMBURSEMENT: This form may be used to reimburse employee for authorized luncheon expenses and must be accompanied by a receipt. Limited to $50.00 total
11-2120-6335 - IT Training / Conferences:
Utilized for all type training and/or attendance at conferences. Normally a Purchase Order is generated to register for training and/or conferences.
11-2120-6540 - IT Equipment Repair / Services:
Utilized for various types of Equipment Repair not otherwise covered by manufacture warranty. Generally used by Technical Support Services functions. Normally Purchase Order is generated to request repair services.
11-2120-6600 - IT Administrative Office Supplies:
Generally used for acquisition of all types of consumable administrative office supplies. Ordering this type of consumables may be accomplished via Purchase Order, Petty Cash reimbursements, electronically direct to vendors when processes and accounts are previously established and SEU Bookstore, Note: When using the SEU Bookstore, it is necessary to use the Bookstore Charge Card assigned and return Charge Card with the appropriate receipt.
11-2120-6605 - IT Academic Supplies & Consumables:
Generally used to acquire all types of consumables and academic supplies in support of IT Support Operations. Ordering this type of consumables may be accomplished via Purchase Order, Petty Cash reimbursements, electronically direct to vendors when processes and accounts are previously established and SEU Bookstore, Note: When using the SEU Bookstore, it is necessary to use the Bookstore Charge Card assigned and return Charge Card with the appropriate receipt.
11-2120-6615 - IT Maintenance Supplies:
Generally used to maintain equipment and/or other peripherals not normally falling within the parameters of Equipment Repair/Services. This Cost Center Account addresses the consumable supplies necessary to maintain repairs & services,
11-2120-6655 - IT Photographic Consumable Supplies:
Utilized to acquire all types of photographic supplies and consumables not covered under another Cost Center Account.
11-2120-6680 - IT Minor Equipment:
Primarily utilized for the acquisition of most equipment (non-consumable-type items) with an initial acquisition cost a $999.99 or less; unless otherwise identified, this Cost Center Account is used for all Minor Equipment for the IT Department activities.
11-2120-6685 - IT Computer Software & Licenses:
Utilized for the acquisition of all Computer Software and Software Licenses. Unless otherwise identified, this Cost Center Account is used for all Software & Licenses in support of Instructional Technology.
11-2120-6690 - IT Books Periodicals Reference Documents, Training Aids:
Used to acquire various books, periodicals, reference materials/documents, training/instructional aids, etc., in support of all IT Department Activities.
11-2120-9000 - IT Major Equipment:
Primarily utilized for the acquisition of most equipment (non-consumable-type items) with an initial acquisition cost of $1000.00 or more. Unless otherwise specified, this Cost center Account is used for all Major Equipment to support IT Department Activities.
XX-XXXX-XXXX- **** - Other Cost Center Accounts:
Used by IT Department to provide Acquisition support services to other organizations when the cognizant Cost Center Manager appropriately satisfies approval Criteria. "****" Denotes a suffix code (normally alpha/numeric) assigned by the Cost Center Manager to identify a specific Project or funding designation,